Data Administration

Bad administration, to be sure, can destroy good policy; but good

administration can never save bad policy

Adlai Stevenson, 1952

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Data administration

Data are the lifeblood of organizationsData need to be managedData administration is concerned with the management of organizational memories

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Data are generated by stakeholders

EmployeesCustomersShareholdersInvestorsSuppliersGovernment

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Data management problems

RedundancyInconsistent representationsMultiple definitions of data itemsEssential data missingInaccurate or incomplete dataUncaptured dataData that cannot be located

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Goals of data management

Enable users to access the data they need in the most suitable formatMaintain data integrity

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Management of the database environment

Data Administration(project level support)

Data Administration(system level support)

DataDictionary/DirectorySystem(DD/DS)

DatabaseManagement

System(DBMS)

User-Systeminterfaces

Multipledatabases

ExternalDBMS

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Components of the database environment

DatabasesUser interfaceData dictionaryExternal databases

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Data administrationSystem

Environment wide management issuesPlanningData standards and policyData integrityResolving data conflictsManaging the DBMSData dictionaryBenchmarking

ProjectDefining user requirementsData modelingTraining and consultingMonitoring integrity and usageChange management

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Data administration vs. database administration

Not an appropriate distinctionSystem

Data administration

ProjectDatabase administration

Think in terms of system and project rather than data and databaseData administration can refer to both system and project level functions

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Data administration functions and roles

A function is a set of activities to be performedIndividuals are assigned roles to perform certain activitiesData administration functions may be performed by a:

Data administratorData administration staffDatabase developmentDatabase consultantDatabase analyst

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Data steward

Responsible for managing all corporate data for a critical business entity or productCuts across functional boundariesAligns data management with organizational goals

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Database use levels

PersonalWorkgroupOrganizationalMore users means greater complexity

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Personal databases

Notebook computersPersonal digital assistants (PDAs)Personal information managers (PIMs)Cell phonesMusic players (iPod)Information appliances

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Workgroup and organizational databases

Shared by many peopleGreater complexityRequire more planning and co-ordination than personal databases

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System level data administration

PlanningDevelopment of data standards and policiesData integrityData conflict resolutionManaging the DBMSEstablishing and maintaining the Data DictionarySelection of hardware and softwareBenchmarkingManaging external databasesInternal marketing

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Selection of hardware and software

How many users will simultaneously access the database? Will the database need to be geographically distributed? What is the maximum size of the database? How many transactions per second can the DBMS handle? What kind of support for on-line transaction processing is available? What are the initial and ongoing costs of using the product?What is the extent of training required, will it be provided, and what are the associated costs?

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Benchmarking

TPC-CBenchmarking of TPS

TPC-HBenchmarking of ad-hoc decision support

TPC-RBenchmarking of standard decision support

TPC-WBenchmarking of Web sites

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Project level data administration functions

Meeting the needs of individual applications and usersSupport and development of a specific database system

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Systems Development Life Cycle

Application Development Life Cycle (ADLC)

Database Development Life Cycle (DDLC)

Project planning Project planning

Requirements definition Requirements definition

Application design Database design

Application construction

Application testing Database testing

Application implementation Database implementation

Operations Database usage

Maintenance Database evolution

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Strategies for system development

Database and applications developed independentlyApplications developed for existing databasesDatabase and application development proceed simultaneously

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Development roles

Database Development Phase

Database Developer

Data Administrator

User

Project planning Does Consults Provides information

Requirements definition

Does Consults Provides requirements

Database design Does Consults

Data integrity

Validates data models

Database testing System and user testing

Consults

Data integrity

Does user testing

Database implementation

System related activities

Consults

Data integrity

Does user activities

Database usage Consults Data integrity monitoring

Uses

Database evolution Does Change control Provides additional requirements

Database developmen

t cycle

Feasibility analysisDevelop a project implementation planDevelop data standardsEstablish data stewards

Project planning

1

Identify data requirements

Requirementsdefinition

2

Develop a data modelSpecify data integrity controlsSpecify test proceduresDesign

3

Map the data model to the DBMSEstablish and test data integrity controlsAccess control and securityIntegrity constraints and data validation rulesBackup and recovery proceduresCreate and load the test databaseTest database operation and integrity controls

Testing

4

Implement data integrity controlsCreate and load databaseTrain usersImplementation

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Monitor database performanceTune and reorganize database as neededEnforce data standards and policiesSupport users: consulting, informing, and training

Use

6

Plan and implement growthImplement change control procedures

Evolution

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Data administration interfaces

Computer Operations

Clients

ManagementDevelopment staff• Database developer• Application/system developer

DataAdministration

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Data administration interfaces

ManagementSets the agenda and goals

UsersSeek satisfaction of goals

DevelopmentCo-operation

Computer operationsEstablishing and monitoring procedures for operating databases

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Data administration toolsDatabase development phase

Data Dictionary (DD) Database Management System (DBMS)

Performance monitoring

Case tools

1. Project planning Document Data mapDesign aid

Estimation tools

2. Requirements definition

Document Design aid DocumentDesign aid

3. Database design DocumentDesign aidData mapSchema generator

DocumentDesign aidData map

4.Database testing Data mapDesign aidSchema generator

Define, create, test, data integrity

Impact analysis Test data generatorDesign aid

5.Database implementation

DocumentChange control

Data integrityImplement Design

MonitorTune

6. Database use Document Data mapSchema generatorChange control

Provide tools for retrieval and updateEnforce integrity controls and procedures

Monitor Tune

7. Database evolution DocumentData mapChange control

Redefine Impact analysis

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Use of the data dictionary

Documentation supportData mapsDesign aidSchema generationChange control

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Data integrationLack of data integration is a common problemExamples

Different identifiers for the same instance of an entityThe same data stored in multiple systemsRelated data stored in different databasesDifferent methods of calculation for the same business indicator in different systems

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Data integrationRed division Blue division

partnumber(code for green widget)

27 27

customerid(code for UPS)

53 53

Definition of salesdate

The date the customer signs the

order

The date the customer signs the

order

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Lack of data integrationRed division Blue division

partnumber(code for green widget)

27 10056

customerid(code for UPS)

53 613

Definition of salesdate

The date the customer signs the

order

The date the

customer receives the

order

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Goals of data integrationA standard meaning and format for all data elementsA standard format for each and every data elementA standard coding systemA standard measurement systemA single corporate data model for each major business entity

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Data integration strategiesEnvironmental

turbulenceHigh

Low Moderate

LowModerate High

Low High

Unit interdependence

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Organizing the data administration function

Creation of the functionSelecting staff and assigning rolesLocating the function

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Data administration reporting to the CIO

Chief ExecutiveOfficer

ChiefInformation

Officer

ApplicationDevelopment

Group

ComputerOperations

Group

DataAdministration

Manager

Dataadministration

staff

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Data administration reporting to Support Services

Chief ExecutiveOfficer

ChiefInformation

Officer

ApplicationDevelopment

Group

ComputerOperations

Group

ManagerSupport

Services Group

Dataadministration

staff

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Matrix structure for data administration

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Data administration as a staff function

Chief ExecutiveOfficer

ChiefInformation

Officer

ApplicationDevelopment

Group

ComputerOperations

Group

ManagerSupport

Services Group

DataAdministration

AdvisoryCommittee

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Decentralized data administration

Chief ExecutiveOfficer

ChiefInformation

Officer

Departmental/Divisional Head

Departmental/Divisional Head

DataAdministration

Staff

DataAdministration

Manager

DataAdministration

Staff

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Conclusion

Data administration is Growing in complexityCritical to the success of most organizationsGenerally underrated in importance